KISLINGBURY BOWLS CLUB

CLUB CONSTITUTION AND RULES

- approved Nov. 2019 AGM

1. TITLE

The Club shall be called Kislingbury Bowls Club and shall be affiliated to both Bowls Northamptonshire and Bowls England.

Kislingbury Bowls Club is a non profit making grass roots sports club. No member of the Club receives or is entitled to receive any remuneration from the Club's activities.

All games shall be played under the rules of Bowls England or where appropriate the rules of Bowls England as amended by the controlling body of the club.

1.4 The Club shall be governed by a Club Management Committee which shall also constitute the controlling body.

2. OBJECTIVES

To provide and foster facilities for the game of flat green bowls for the enjoyment of members of the Club.

To provide and promote opportunities for the members of the Club and the Local Community for instruction, recreation, participation and competition.

To optimise the provision of coaching expertise to promote the Club's activities to potential new members including young people and the handicapped.

The Club is committed to promoting a safe environment in which children and vulnerable adults can safely enjoy taking part in the games of flat green bowls, short mat bowls and indoor curling. It will ensure that this commitment is met by following and promoting the joint Child Protection Policy and Procedures of the National Governing Bodies.

3. MEMBERSHIP

The Club shall have five classes of membership and subscription on a non-discriminatory basis. There shall be the following categories of membership with power to vote at all relevant meetings of the Club as indicated hereunder.

(a) A BOWLING MEMBER- Being a person who at the date of election, shall have attained the age of eighteen years, and participates in outdoor bowling activities.

(b) A JUNIOR BOWLING MEMBER- Being a person who, at the date of election, is under the age of eighteen or in full time education at the start of the Club's year, and participates in outdoor bowling activities. Such a member shall be one who at the start of the subscription year joins the Club other than as a bowling member.

(c) HONORARY LIFE BOWLING MEMBER – Being a bowling member who has been elected as an honorary member

(d) HONORARY LIFE NON-BOWLING MEMBER – Being a non-bowling member who has been elected as an honorary member.

-These honorary members are recommended by the Management Committee and are elected as such, by a simple majority of the votes of the members of the Club in

Annual General Meeting.

(e) NON-BOWLING MEMBER – Being a person who at the date of election, shall have attained the age of eighteen years, but does not participate in outdoor bowling activities.

3.2. Rights and privileges of members:

All members shall have the full use of Club facilities.

A member has the rights that are detailed within the General Data Protection Regulations (GDPR May 2018), including the right to withhold or withdraw 'Consent' for the Club to publish the member's name and contact details on internal lists. See Appendix 'A'

The rights and privileges of each category of membership shall be as follows:-

(a) A BOWLING MEMBER shall have one vote.

(b) A JUNIOR BOWLING MEMBER shall not have the right to vote.

(c) AN HONORARY LIFE BOWLING MEMBER shall have one vote.

- In respect of each of the previous three categories of membership Affiliation Fees shall be payable to Bowls Northamptonshire and Bowls England.

(d) AN HONORARY LIFE NON-BOWLING MEMBER shall have one vote, but will not have the right to participate in outdoor bowling activities. (see 3.12)

(e) A NON-BOWLING MEMBER shall have one vote, but will not have the right to participate in outdoor bowling activities. (see 3.12)

Candidates for membership shall have no privileges whatsoever in relation to the use of the Club or premises until they have become a member.

3.3 Membership Joining Fee & Annual Subscription.

The Rate of Joining Fee (if any) and Annual Subscription, Green Fees and Match Fees shall be fixed annually by the Management Committee. Annual Subscriptions shall be payable from April 1st and no later than May 1st. Any member failing to pay their Annual Subscription by May 1st shall be deemed to no longer be a member of the Club and shall no longer be entitled to the use of any of the facilities of the Club.

3.3.1. (a) Membership of the Club shall be open to anyone interested in the sport of outdoor flat green bowls, or any other sport carried out on Club premises, on application regardless of sex, age, disability, ethnicity, nationality, sexual orientation, religion or other beliefs. Membership may however be limited according to available facilities on a non-discriminatory basis.

(b) Membership Subscriptions will be kept at levels that will not pose a significant obstacle to people participating.

(c) The Management Committee may refuse membership or remove it, only for good cause such as conduct likely to bring the Club or the sport into disrepute. Appeal against refusal or removal may be made to the members. If consideration of removal of membership is as a result of a disciplinary issue the procedure to be adopted shall be that as set out at point 3.6.2 of this Constitution.

All members shall pay the Joining Fee (if applicable) and their first annual subscription upon election and thereafter as set out in point 3.3 of this Constitution. Membership subscriptions may be reduced at the discretion of the Management Committee for new members joining after 31st May.

3.4 Members' duty to provide contact details.

Every member shall furnish the Honorary Secretary with up-to-date contact details that shall be recorded in the Register of Members and any notice sent to such addresses either by post or electronically shall be deemed to have been duly delivered. See Appendix 'A'

3.5 Election and Retirement of Members.

Application for membership. Application for membership shall be in the form prescribed by the Management Committee and shall include the name and contact details of the candidate and a 'Signature for Consent' as required under General Data Protection Regulations (GDPR May 2018).

Election of Members. The Management Committee may refuse applications only for good cause such as conduct likely to bring the Club or the sport into disrepute. The Honorary Secretary shall inform each candidate in writing of the candidate's election or non-election. The Honorary Secretary shall make the elected candidate aware of the availability of copies of the Constitution and Rules of the Club, and make request for such payments as are necessary.

Upon election a candidate shall pay, within one calendar month, fees as shall be requested. In default of such payment, the election shall be void unless sufficient cause for delay be shown.

Retirement of a Member. A member wishing to resign their membership shall give notice in writing to the Honorary Secretary and shall not then be entitled to have any part of the annual membership fee or any other fees refunded.

Arrears of Subscription. The Management Committee may cancel without notice being given, the membership of any member whose annual subscription and any other annual fees are more than one month in arrears provided that the Management Committee may, at its absolute discretion, re-instate such member upon payment of arrears. No member whose annual payment is in arrears may use the Club premises or vote at any meeting.

Conduct of Members.

3.6.1. Undertaking by members to comply with Rules. Every member, upon election and thereafter, is deemed to have notice of, and undertakes to comply with, the Club Rules and any Bye-laws and Regulations of the Club.

3.6.2 Disciplinary action against members.

(a) All disciplinary matters will be dealt with in accordance with Bowls England Regulation 9 (Misconduct)

(b) Should any member be expelled, the former member shall not be entitled to have any part of the annual membership fee refunded and must return any property belonging to the Club.

3.6.3 Complaints. Complaints of any nature shall be addressed in writing to the Honorary Secretary.

3.6.4 Members of other Bowls England Affiliated Clubs.

a) A member of any Club affiliated to Bowls England (A list whereof is published by Bowls England annually) may be authorised to use the premises of the Club

Limitation of Club Liability.

3.7.1 All references to the Club in this Section shall mean each and every individual member of the Club from time to time.

3.7.2 Members are bound by the following rule which shall also be exhibited in a prominent place within the Club premises:

“ Members of the Club may use the Club premises, and any other facilities of the Club, entirely at their own risk and impliedly accept:

(a) the Club will not accept any liability for any damage to or loss of property belonging to members.

(b) The Club will not accept any liability for personal injury arising out of the use of the Club premises, any other facilities of the Club either sustained by members or caused by the said members whether or not such damage or injury could have been attributed to or was occasioned by the neglect, default or negligence of any of them, the Officers, Committee, Trustees or Servants of the Club.”

3.7.3Membership of the Club and acceptance of these Rules by the member will be deemed to constitute permission for the collection and holding of relevant personal data for the purposes of the General Data Protection Regulations (GDPR May 2018).

3.7.4 Under General Data Protection Regulations (GDPR May 2018) the Club is required to request of its members a 'Signature of Consent' to allow the Club to publish member's name and contact details on internal lists (including affiliation lists held by Bowls Northamptonshire and Bowls England for bowling members). This request will be made annually at the start of the membership year for existing members and at application for membership for new members. See Appendix 'A'.

The decision of the Club's Management Committee shall be final and no reason for refusal need be given.

3.9 At the commencement of the membership year all members of the previous season shall be considered as members of the Club for purposes of General Data Protection Regulations (GDPR May 2018).

3.10 Only fully paid-up bowling members of the Club may play in Club matches and competitions, but note Appendix 'A' Point 5b, and 3.12 and 4.2 below.

3.11 Guests of existing members and other visitors shall be welcomed and actively encouraged to make use of the Club facilities during their visit. During the outdoor bowls season this should include participation in outdoor bowls activities under supervision during their visit. Such bowls-playing visits to be limited to no more than four (4) visits in any one season. A playing guest/visitor shall be accompanied at all times by a bowling member, and is required to be signed into the visitors book, unless they have been invited to attend as part of an Club Open Day. A green fee may be payable per visit. Such fees are set by the management committee and will be displayed, when applicable, in a prominent position in the Club House lobby. Other non-playing guests/visitors do not need to be signed into the visitors book, but they should be accompanied at all times by a member.

3.12 A Non-Bowling member, when accompanied by a bowling member, may be allowed on to the green for the purpose of a) a roll up on the same conditions as set out in section 3.11, and b) as a guest player.

3.13 A member shall cease to be a Member

- If they give the Secretary written notice of resignation of their membership.

- If they fail to pay any subscription within one month after the due date of payment.

- If their conduct is in the opinion of the Management Committee injurious to the character of the club or the interests of the members. In such cases and before membership is terminated the Club Secretary shall give the member seven (7) days written notice to attend a meeting of the Management Committee. If a majority of the Management Committee consider that the member has failed to explain or justify their conduct satisfactorily, the Chairperson of the Management Committee shall call upon the member to resign forthwith. If the member does not comply with this instruction, the Management Committee will expel the member. A member expelled in this way shall forfeit all the privileges of membership and all rights against the club.

4. SUBSCRIPTIONS

4.1 The Club's membership year is from 1 April to 31 March.

4.2 Each member shall pay or be deemed to have paid an annual subscription, or new member subscription at the time of their election, according to their class of membership.

There are five classes of membership as detailed in section 3.1. Honorary members do not have to pay any annual subscription

4.4 Annual subscriptions shall be payable from 1st April in every year to no later than 1st May. The Club Treasurer shall report the subscription status to the Management Committee at the first Committee Meeting following the 1st May. Any member failing to pay their subscription before 1st May shall be deemed not to be a member of the Club and shall not be entitled to be selected for match play or competitions or use the facilities of the Club.

4.5 A person who is elected to be a member after 31st May shall pay a reduced subscription as noted by the Club Secretary.

4.6 Membership benefits for fully paid up adult male, adult female and Honorary Life members include the use of the clubhouse facilities by their spouse and accompanying sons and daughters, and grandchildren who are under the age of 18. Benefits for fully paid up Junior members includes the use of the clubhouse facilities by their parents and/or guardians.

4.7 At the start of the membership year a bowling member may subscribe to become a non- bowling member and a non-bowling member may subscribe to become a bowling member without recourse to the Management Committee, provided that the required subscription fee is paid.

4.8 It is the responsibility of all members to inform the Club Secretary of any changes in name, address and/or contact details.

4.9 A list of names and contact details for all members will be kept on the Club premises.

5. MANAGEMENT COMMITTEE

5.1 The affairs of the Club shall be managed by a Management Committee including the maintenance and audit of the financial accounts of the Club.

5.2 The Management Committee shall have due regard to relevant legislation affecting the affairs of the Club.

5.3 The Management Committee may make/vary and revoke byelaws provided that they are not inconsistent with these rules for the management of the day-to-day internal affairs of the Club. These byelaws shall be binding on all members of the Club.

5.4 The elected Executive Officers of the Club shall consist of a President, Honorary Secretary and Honorary Treasurer.

5.5 The Management Committee shall comprise the Executive Officers together with other elected or co-opted Club members. All committee members will have full voting rights. A quorum for this committee shall be five (5) members.

5.6 The Management Committee shall meet at least once on a monthly basis to conduct the business of the Club.

5.7 All Management Committee Meeting shall be chaired by the President when present. If the President is not present within fifteen (15) minutes after the time appointed for the meeting or having signified an inability to be present,the members of the Management Committee present shall choose one of their number to be Chairperson of the meeting, or in his/her absence a person nominated by the President.

At all meetings of the Club the President shall have the casting vote

The Management Committee shall have the authority to co-opt any members, elected or otherwise, that they consider necessary to assist in the day to day management of the club.

5.10 The business and transactions at the meeting shall be recorded and minuted by the Honorary Secretary. The minutes of the meeting shall be filed in the appropriate folder in the foyer.

5.11 The Management Committee shall authorise the formation of all sub committees considered necessary and expedient.

5.12 A Management Committee member must be deputed to serve as Chairperson of each Sub- Committee and such Chairperson shall be empowered to co-opt any member to serve on that Sub Committee.

5.13 A member of the Management Committee holding two offices shall be entitled to only one vote.

5.14 Any Committee member absenting him/herself from three consecutive meetings without giving sufficient reason and apology shall be deemed to have resigned. The Committee shall have the power to fill any vacancy which may occur.

6. SUB COMMITTEES

6.1 The Men's Playing Committee shall consist of mid-week and week-end Captains, Fixture Secretary, Monday Triples Captains and Competitions Secretary. A quorum of this committee shall be three (3).

6.2 The Ladies Playing Committee shall consist of Captain, Vice Captain, Fixture Secretary and Competitions Secretary. A quorum of this committee shall be three (3).

6.3 Playing Committees shall have recorded in minute books the procedings of their meetings to be reported to the next Management Committee meeting.

7. ELECTION OF OFFICERS

7.1 The Executive Officers and other positions on the Management Committee shall be elected at the Annual General Meeting by the members of the Club.

7.2 Officers are selected for period of one year and subject to termination of office by resignation or otherwise they shall remain in office until the Annual General Meeting next following their election.

7.3 Retiring members of the committee shall be eligible for re-election to the same office or election to another office for the coming year.

7.4 Election of Officers shall be made by secret ballot where there is more than one nomination for a position.

7.5 The duties of elected officers are set out in Appendix B to these regulations. These duties may be amended by the Management Committee in meeting.

8. ANNUAL GENERAL MEETING (AGM)

8.1 The Club shall hold an Annual General Meeting of its members once in every calendar year and that there shall be no more than fifteen (15) months between these meetings.

8.2 A notice convening the Annual General Meeting, specifying the date and time of the meeting shall be posted on both the Club Notice Board and Club Website not less than 28 days prior to the meeting.

8.3 The notice referred to above shall specify the matters to be dealt with and shall be deemed to be a notice to all members.

8.4 At least one third of the paid up members, entitled to vote, shall form a quorum at the AGM.

8.5 The AGM shall be chaired by the President. If the President is not present within fifteen (15) minutes after the time appointed for the meeting or having signified an inability to be present, the members of the Management Committee present shall choose one of their number to be Chairperson of the meeting or in his/her absence a person nominated by the President.

8.6 The business of the AGM shall be:

8.6.1 To confirm the minutes of the previous AGM.

8.6.2 To receive reports of the actvities of the Club for the preceding year from the Officers of the Club.

8.6.3 To receive from the Treasurer and, if approved, to adopt a statement of the audited accounts of the Club for the preceding year.

8.6.4 To elect the Officers and Officials as designated on the Management Committee, Men's Playing Committee and Ladies Playing Committee.

8.6.5 To elect the Auditor for the Annual Accounts or confirm that the existing Auditor remain in office.

8.6.6 To consider and, if approved, confirm any proposed alterations to the rules.

8.6.7 To deal with any special matters which the Management Committee desires to bring before the members.

8.6.8 To transact such other business received in writing by the Secretary from a member of the Club.

8.6.9 Vote on a resolution where there is an intention to dissolve the Club. The resolution shall be carried by majority vote comprising at least two-thirds of the membership present and entitled to vote.

8.7 Any proposals for consideration at the Annual General Meeting should be in writing, seconded and received in time for inclusion in the notice of the meeting (i.e 28 days).

8.8 Voting on decisions made at the AGM shall be by a simple majority by show of hands from the Club Members attending the meeting. Each member from a membership class which gives an entitlement to vote, attending the meeting shall be entitled to one vote on each matter requiring a vote. In the event of a tied vote, the Chairperson shall be entitled to a second and casting vote.

8.9 A majority of members present may request a secret ballot on any decisions to be made at the AGM. At least two tellers shall be appointed by the meeting to count the votes from whichever voting system is used.

9. EXTRA ORDINARY GENERAL MEETINGS

9.1 An Extra Ordinary General Meeting may be convened at any time in accordance with rule 9.2 by the Management Committee,

a) To consider and, if approved, confirm any proposed alterations to the rules

b) To deal with any special matter which the Management Committee may desire to place before the members.

c) To receive the resignation of a Management Committee or to remove any member or members thereof from office and to fill any vacancy or vacancies thereby caused.

d) To propose a resolution to dissolve the club.

9.2 An Extra Ordinary General Meeting must be convened within twenty one (21) days from the receipt, by the Secretary, of a request in writing signed by not less than thirty percent (30%) of the members, specifying the resolution to be submitted to the meeting for any of the following purposes.

a) To consider and, if approved, confirm any proposed alterations to the rules.

b) To deal with any special matter which the members requiring the meeting may desire to place before the Club.

c) To propose a resolution to dissolve the Club.

9.3 A notice convening an Extra Ordinary General meeting shall be posted on the club notice board and club website not less than fourteen (14) days before the meeting and shall specify the matters to be dealt with and shall be deemed a notice to all members.

9.4 At an Extra Ordinary General Meeting at least one third of the paid up members shall form a quorum.

9.5 Voting on decisions made at the Extra Ordinary General Meeting shall be by a simple majority vote by show of hands from the Club members attending the meeting. Each member, from a membership class which gives an entitlement to vote, attending the meeting shall be entitled to one vote on each matter requiring a vote. In the event of a tied vote, the Chairperson shall be entitled to a second and casting vote.

9.6 No business other than the resolution shall be discussed.

10. DISSOLUTION OF THE CLUB

10.1 In the event that at any General Meeting of the Club a resolution is passed calling for the dissolution of the Club and the members vote for the Club to be dissolved, the Hon Secretary shall immediately convene a Special General Meeting to be held not less than twenty one (21) days thereafter to discuss and vote on the resolution.

10.2 If, at that Special General Meeting, the resolution is carried by at least two-thirds of the members present, the Trustees appointed at that meeting shall thereupon, or at such date as has been specified in the resolution, proceed to realize the assets of the Club and discharge all debts and liabilities of the Club.

10.3 The Club's Landlord (Kislingbury Playing Fields Association) shall be immediately informed of the Club's intention to dissolve the Club and should by involved throughout the proceedings.

10.4 After discharging all debts and liabilities of the Club, the remaining assets shall not be paid or distributed amongst the Club Members, but shall be given or transferred to the local community by way of one or more voluntary organisations having similar objectives, for example:

(i) the Club's landlord (Kislingbury Playing Fields Association) for use for leisure purposes only.

(ii) the National Governing Body for use by them for related community sports.

(iii) an organisation with similar sporting purposes which is a registered charity.

(iv) a charity of choice of the remaining members.

11. TRUSTEES

11.1 There shall be three Trustees of the Club appointed at the AGM.

11.2 Two of the Trustees shall be ex officio, the Hon. Secretary and Hon. Treasurer. The third Trustee shall be elected by the Club Management Committee.

11.3 A Trustee shall remain as a Trustee for the duration of his/her office as the Hon. Secretary or Hon. Treasurer or until the person resigns or until a resolution to remove the Trustee from office is carried at an AGM. The third Trustee shall remain until the person resigns or until a resolution to remove the Trustee from office is carried at an AGM.

11.4 The Trustees shall in all respects act with regard to any property of the Club held by them as directed by the Management Committee and shall have the power to hold the tenancy or conveyance of the Club premises and to ensure that legal ownership of the Club assets and at all times to act in accordance with the wishes of the Management Committee and in the best interest of the Club ( but note the Trustee obligations in Section 17).

12. PROTECTION OF CHILDREN AND THE VULNERABLE

12.1 The Club is committed to promoting a safe environment in which children and vulnerable adults can enjoy taking part in the game of bowls.

12.2 The Club shall seek to underpin and ensure this commitment by following and promoting the Joint Child Protection Policy and Procedures of the National Governing Bodies (refer to the Bowls England 'Protection of Children and Vulnerable Adults Policy' and the Club Policy on Procedures for Safeguarding and Protecting Children and Vulnerable Persons, both documents being located on the Club Notice Board in the Clubhouse).

12.3 The Club shall appoint a designated person to serve as the Child Protection Officer.

12.4 The Club shall have at least one Qualified Coach (minimum Level 2) who will be able to coach children and vulnerable adults.

12.5 The Club shall comply with and conform to all policies as issued in accordance with current Bowls England regulations.

13. HEALTH & SAFETY

13.1 The Health and Safety of all members and guests who use the Club facilities is a major concern of the Club. The Management Committee recognises that achieving and maintaining high standards of safety requires that the Club's Management Committee, members, visitors and contractors are aware of and discharge their respective responsibilities.

13.2 The Health & Safety at Work Act 1974 requires all members, including contractors working on Club premises, to conduct themselves in such a manner as to ensure that they pose no risk to their own or any other person's health & safety.

13.3 The Club shall comply with and conform to all policies as issued in accordance with current Bowls England regulations.

14. ANTI DOPING

14.1 The Club shall comply with and conform to all policies as issued in accordance with current Bowls England regulations.

15. DISCIPLINARY REGULATIONS

15.1 Unless otherwise stated in the Club regulations, the Club shall comply with and conform to all policies as issued in accordance with current Bowls England regulations.

15.2 The Management Committee may, at their discretion, make exceptions to these regulations.

16. ETIQUETTE AND CONDUCT

16.1 Club members shall be expected to take an interest in the preservation of the green and on no account shall play on the green without wearing bowling or flat soled shoes. Open toed footwear is not permitted.

16.2 Throwing matches or cigarette ends on the green or in the gutter is prohibited.

16.3 Normal etiquette shall be observed on or around the green at all times in order that no-one may be offended or distracted whilest playing bowls.

16.4 Attention is drawn to a list of Etiquette Guidelines, which is displayed for Club members, on the Club Notice Board in the Clubhouse. All members must adhere to these guidelines.

16.5 No betting shall be allowed in the Club and no lottery shall be promoted by any member of the Club in aid of the Club funds without prior permission of the Management Committee.

16.6 The Club's Management Committee may suspend a member of the Club whose conduct has been, in the opinion of the Management Committee contrary to the interests of the Club. The Management Committee shall meet not later than 14 days after the suspension. The suspended member shall be informed of the Meeting by the Club Secretary. The member may be present at the Management Committee Meeting to appeal against his/her suspension. The Management Meeting shall decide either to terminate the Membership of the suspended member or reinstate him/her. The member shall be informed of the Committee's decision as soon as practicable following the Meeting. This will be confirmed in writing. See also rule 3.13.

16.7 In terms of suspected child or vulnerable person abuse, this will be handled by a Disciplinary Committee consisting of the Executive Officers of the Club and Child Protection Officer – see relevant Section in the Club Policy on Procedures for Safeguarding and Protecting Children and Vulnerable Persons.

17. LIABILITY

17.1 Neither the Club nor Officers of the Club shall be liable to any member or guest for any loss or damage to any property occurring on the Club premises.

17.2 The members of the Management Committee shall not be liable (otherwise than as ordinary members) for any loss suffered by the Club as a result of the discharge of their respective duties on its behalf, except such loss as arises from their respective wilful default, and they shall be entitled to an indemnity out of the assets of the Club for all expenses and other liabilities incurred by them in the discharge of their respective duties.

18. INTOXICATING LIQUOR AND LICENSING ACTS

18.1 The supply of intoxicating liquor shall be permitted during the normal licensing hours of the club.

18.2 Intoxicating liquor shall not be supplied to members or to any other persons on the Club premises otherwise than on behalf of the Club.

18.3 The Management Committee shall arrange for the supply of intoxicating liquor for the Club to the members at the Club premises and shall make due observance of the provisions of the Licensing Act 1964 and all other acts relating thereto or of any conditions attached thereto, and of any conditions attached to any certificate/Licence held by or on behalf of the Club for the supply of intoxicating liquor or to any Registration Certificate granted in respect of the Club premises.

18.4 No persons shall be paid at the expense of the Club any commission or percentage or similar payment on or with reference to the purchase of intoxicating liquor by the Club, nor shall any person directly or indirectly derive any pecuniary benfit from the supply of intoxicating liquor by or on behalf of the Club to members or guests apart from any benefit accruing to the Club as a whole.

18.5 No sale of intoxicating liquor shall be made to any person under the age of 18 years.

18.6 Sales may be effected to bona-fide members and supporters of visiting bowls teams, guests of members and other visitors.

18.7 Intoxicating liquor may be sold to any persons attending the Club premises for social and other functions organised or authorised by the Club provided always that the number of such functions shall not exceed 12 in any one year. No function, at which alcohol is sold, may be permitted to which admission may be obtained by payment of money at the door.

19. DRESS CODE

19.1 Members shall wear clothing in accordance with the dress code laid down by the Management Committee and posted on the notice board.

20. CLUB NOTICE BOARDS

Copies of the following documents shall be displayed as appropriate on the official Club Notice Boards or Club Document folders in the Clubhouse:

21. GENERAL

21.1 Any matters not specifically covered in these regulations will be deemed to be operated in accordance with current Bowls England Regulations.

21.2 Should there be any question or dispute that is not covered in the foregoing Constitution and Rules of the Club or as to the construction thereof, the same shall be referred to the Management Committee in writing to the Hon. Secretary. The decision by the Management Committee on such matters shall be final.

21.3 Any proposed changes in the Club Constitution and Rules will be notified on the Club Notice Board. These changes will be left on the Club Notice Board for 6 weeks during which time any member of the Club may make comment on the changes to the Management Committee in writing via the Club Secretary. A member may also make personal representation at the next Management Committee following the 6-week notice of the change(s).

APPENDIX 'A' to the Kislingbury Bowls Club Constitution and Rules

GENERAL DATA PROTECTION REGULATIONS (GDPR MAY 2018)

– INFORMATION & CLUB PROCEDURES

1/ GDPR is effective 25TH MAY 2018 – and covers collection, storage and use of member details.

2a/ MEMBER DETAILS - that the club is entitled to ask for, and will be stored:

5a/ A member has the RIGHT to refuse to sign the CONSENT, or withdraw CONSENT at any time.

5b/ CLUB PROCEDURES - That will apply in the event that CONSENT is not given.

The Club Secretary / Treasurer will continue to communicate club business to the member concerned as and when required.

The member's name or any of his/her details will not be published in any form of club communication i.e. committee meeting minutes, match fixtures, league fixtures, competition draw sheets, help rotas, internal telephone lists, club website, club Facebook, club Twitter, (or any other social media platforms that the club uses for communication), or any other internal or external lists or databases, other than those mentioned in Point 7 – Manual / Computer files.

The member concerned will not be allowed to take part in any promotional event that is held at Club / County / National level, where name disclosure is required.

The member concerned will not be allowed to attend any Club / County / National meetings (e.g. AGM, EGM), where name disclosure is required.

If the member concerned is a Bowler or Junior Bowler or Honorary Life Member Bowler, as determined at membership renewal or application for membership:

a) The member will not be allowed to bowl in fixtures or competitions at Club / County / National levels, where name disclosure is required.

b) The member concerned will be considered to be an un-affiliated member of the Club/County/Bowls England, and as such will not be allowed to bowl as a Club / County / National representative at any other club where County and National affiliation is required.

c) The member concerned may use the green for bowls rollups only.

If the member concerned is a Non Bowler or Honorary Life Non Bowler, as determined at membership renewal or application for membership, the member will not be allowed to play any Club indoor games, fixtures, leagues, competitions or events where name disclosure is required.

The member concerned may continue to use the Club facilities for drinks / dining / and services etc, as long as they continue to abide by the rules and regulations of the Club.

6/ When a member ceases to be a member for whatever reason

the member's details will be immediately removed from all manual / computer databases that the club holds, and from BN County / Bowls England databases as soon as possible.

All internal published lists and forms that display the member's details must be amended to omit those details as soon as possible.

No further communication must be made to the ex-member by the club, other than as part of the confirmation and winding-up process of the member leaving the club.

BN / BE administrators to check affiliation for County / National competitions entrants.

10/ A MEMBER has the following RIGHTS:

To refuse to CONSENT or to withdraw CONSENT at any time (Points 5a & 5b).

To know the details collected and stored and how (Points 2a, 2b, 7 & 11a),

To know how the details are used and by whom (Points 8 & 9),

To know how to check their details as stored (Point 11b)

To know how to declare a possible data loss or breach of security of their details(Point 11c)

To know how to make an objection or complaint (Point 11c)

Parents / guardians have the right to access details about their (member) dependants.(Point 11b)

11/ OTHER GDPR REQUIREMENTS

a) Privacy Rules of member's details:

Who is authorised to insert, amend, delete member's details = Club Secretary.

Club business emails sent to members should be Blind Copied (BCC) so that other member's email addresses, within the same communication, are not visible.

If a member wishes privacy of their photographic image then they must OPT-OUT of any photo call for a group or individual shoot. If they willingly take part in any photo shoot initiated by the club then they will be considered to have given consent for their image to be used for promotion of club events i.e. on Club website and/or Club social media platforms.

b) Member requests for data held under their name:

A SUBJECT ACCESS REQUEST (SAR) is made in writing by the member concerned to the Club Secretary, who must respond with a list of all details held by the club, that relate specifically to that member, within one month of the request. (no charge will be made)

c) A Possible Breach of Security of member's data, or an Objection/Complaint by a member:

must first be reported to the Club Secretary for investigation. If such investigation fails to answer the objection/complaint/possible breach of security to the member's satisfaction, and the member wishes further investigation, then the matter will be reported to: The Information Commissioners Office. (ICO) - Helpline = 0303 123 1113

The ICO - Information Commissioners Office is a government office that is authorised under the Articles of GDPR law, to check for non-compliance of GDPR procedures and, subsequent to investigation of the matter reported, to either apply a fine on the Club based on the annual turnover of the Club's previous year, or to ask the Club to apply a range of corrective measures to ensure future compliance.

The member concerned will also be advised by the ICO of procedures to follow for any compensation claim for damages suffered, against the Club, that the member may wish to bring.

d) The Management Committee may consider appointing a Club Data Protection Officer at any time.

This would be a club member whose role would be to check that GDPR procedures are carried out correctly on behalf of club members.

In the absence of a Club Data Protection Officer the Club Secretary is responsible for ensuring GDPR compliance regarding member's details.

Liase with and complete returns for the governing bodies of Lawn Bowls - currently Bowls Northamptonshire and Bowls England

Report as required to Management Committee's

Maintaining the content of the club notice boards

Appoint an assistant if required

Request funds from the Treasurer necessary to undertake their business

Undertaking other duties as decided by the President

TREASURER

Manage all financial afffairs of the club including:

Keeping proper accounting records showing the income and expenditure of the club

Preparing such financial statements as required by the Management Committee

Prepare Annual Financial Statements showing an accurate report of the activities of the club to be presented to the members at the Annual General Meeting. These statements are to be audited prior to the AGM.

Paying invoices and expense claims

Banking income received

Collecting subscriptions from members and issuing membership cards

Reporting to the Management Committee and members in AGM

The Club Treasurer has the authority to spend up to a predetermined amount, agreed annually by the Management Committee, without referral.

The Club Treasurer has the authority to spend such amounts as required in cases of considered emergency, to prevent further damage, to ensure safety and effect repair.

If at any time members in the General Meeting shall pass a resolution authorising the Management Committee to borrow money, the Management Committee shall thereupon be empowered to such amount, at such rate of interest, and in such form or manner as shall be at the discretion of the Management Committee.

Appont an assistant if required

BAR MANAGER

Manage all operational aspects appropriate to the Bar including:

Chairing Bar Committee

Liasing with external bar suppliers

Ensuring that bar stocks are at appropriate levels according to the season

Ensuring that bar is staffed by properly trained people

Maintaining rotas for bar staff and ensuring that volunteers are aware of that rota

Maintaining bar equipment in good working order

Proposing improvements to bar facilities

Ensuring compliance with all of the requirements of the bar licence

Report as required to Management Committee

Appont an assistant if required

GREEN KEEPER

Manage all aspects of the good order of the green including:

Responsibility for the upkeep and maintenance of the green and ditch

Responsibility for the maintenance of Green Keeping machinery

Having the authority to decide whether the green is playable or not in adverse weather or other extreme conditions

setting the rinks and determining the direction of play

Liasing with external contractors/suppliers regarding work to be carried out on the green

Complying with all current legislation concerning chemicals to be used on the green

Report as required to Management Committee

Request funds from the Treasurer necessary to undertake their business

Appoint an assistant if required

CAPTAINS

Manage all aspects of playing bowls for their gender

Liase with other captains as required

Select teams for weekend and midweek matches

Ensure all rink fees are collected at each match

Ensure appropriate fee is paid to opponents when playing away matches

Liase with Fixtures Secretary

Liase with Catering Manager

Report as required to Management Committee

Request funds from the Treasurer necessary to undertake their business

Appoint an assistant if required

FIXTURE SECRETARY (one for each gender)

Arrange fixtures for the coming season including:

Ensuring that all arrangements are confirmed and verify date, time, venue, format and dress.

Organise the preparation and printing of fixture cards

Prepare the rink book and selection sheets for all fixtures on the fixture cards

Confirm any match fees either payable or receivable

Report to the Playing Committee as and when required and act upon their instructions

Appoint an assistant if required and delegate specific duties to them.

Liase with the Competition Secretary regarding rink bookings.

Report as required to Management Committee.

COMPETITIONS SECRETARY

Manage all aspects of the clubs internal competitions including:

Log names of all competitors and ensure their eligibility for entry into all competitions

Make the draw for each competition.

Notify the Secretary of the competition dates

Liase with the Fixtures Secretary regarding rink bookings

Ensure that the outcomes of all matches are recorded correctly

Resolve any disputes that may arise

Report as required to the Management Committee

Appoint an assistant if required

CATERING MANAGER

Manage all aspects of catering for matches

Maintain rotas for persons catering and ensure that the volunteers are aware of that rota

Ensure that the kitchen is stocked with the required amount of crockery and cutlery

Maintain kitchen equipment in good working order by liasing with the House and Fabric chairperson

Proposing improvements to kitchen facilities

Ensuring compliance with all food hygiene requirements

Request funds from the Treasurer necessary to undertake their business

Report as required to the Management Committee

Appoint an assistant if required

HOUSE and FABRIC MANAGER

Manage all aspects of the maintenance of the buildings and equipment other than that used on the green

Manage all external contractors

Maintain and repair facilities as required

Ensure that the facilities comply with all relevant legislation

Ensure that the facilities are adequately secured

Liase with all other Committee members to ensure that any maintenance problems are rectified as soon as possible

Advise of any improvements that could be made to the buildings and equipment

Request funds from the Treasurer necessary to undertake their business

Appoint an assistant if required

Report as required to the Management Committee

PROMOTIONS MANAGER

Manage all aspects of club fundraising events including:

Appoint promotions sub committees to assist with the organisation and running of fundraising events

Collect income from the events and account to Treasurer

Request funds from the Treasurer necessary to undertake their business